Center for Educational Performance and Information (CEPI)

Transcription

1 Center for Educational Performance and Information (CEPI) Michigan Education Information System (MEIS) Registry of Educational Personnel (REP) Frequently Asked Questions (FAQs) EOY 2015 Submission Questions? Phone: x3

2 Table of Contents GENERAL QUESTIONS... 4 PIC SEARCH... 6 MICHIGAN ONLINE EDUCATOR CERTIFICATION SYSTEM (MOECS)/TEACHER VERIFICATION WEBSITE... 7 MEIS ACCOUNT... 7 BULK SUBMISSION... 8 CREDENTIAL DATA EXCHANGE (CDX) AND CREDENTIAL INFORMATION... 9 REP ACCESS AND SECURITY AGREEMENTS... 9 REPORTING OF EMPLOYEES... 9 REPORTING OF SPECIAL EDUCATION TEACHERS REPORTING OF SUBSTITUTE EMPLOYEES NON-INSTRUCTIONAL ASSIGNMENT CODES REPORTING OF OTHER CATEGORIES OF EMPLOYEES REPORTING OF TERMINATED/RETIRED EMPLOYEES PERSONNEL SUBMITTED REPORT/COMPLETE SUBMISSION SCHOOL NURSE PARAPROFESSIONALS/AIDES FIELD 1: DATE OF COUNT FIELD 2: OPERATING ISD/ESA NUMBER FIELD 3: OPERATING DISTRICT NUMBER FIELD 4: LAST NAME FIELD 5: FIRST NAME FIELD 6: MIDDLE NAME FIELD 7: SOCIAL SECURITY NUMBER FIELD 8: CREDENTIAL LICENSE NUMBER FIELD 9: DATE OF HIRE FIELD 10: SCHOOL ASSIGNMENT DATA SCHOOL/FACILITY NUMBER ASSIGNMENT CODES GRADE LEVEL/EDUCATIONAL SETTING FULL-TIME EQUIVALENCY (FTE) HOURLY WAGE ACCOUNTING/FUNCTION CODES HIGHLY QUALIFIED STATUS ACADEMIC MAJOR EOY 2015 REP Submission Page 2 of 34

3 ACADEMIC MINOR ADMINISTRATOR CONTINUING EDUCATION NUMBER OF CLASSES TAUGHT MISCELLANEOUS FIELD 10 QUESTIONS FIELD 11: TITLE I AND TITLE II, PART A TEACHERS FIELD 12: FUNDED POSITION STATUS FIELD 13: DATE OF BIRTH FIELD 14: GENDER CODE FIELD 15: RACIAL/ETHNIC CODE FIELD 16: HIGHEST EDUCATIONAL LEVEL FIELD 17: TYPE OF CREDENTIAL FIELD 18: DATE CREDENTIAL ISSUED (OPTIONAL) FIELD 19: DATE OF EXPIRATION OF CREDENTIAL (OPTIONAL) FIELD 20: EDUCATOR EFFECTIVENESS FIELDS 21, 22, 23: RESERVED FOR FUTURE USE FIELD 24: NEW TEACHER PROFESSIONAL DEVELOPMENT FIELD 25: EMPLOYMENT STATUS FIELD 26: DATE OF TERMINATION OF EMPLOYMENT FIELD 27: PERSONNEL IDENTIFICATION CODE (PIC) FIELD 28: ANNUAL SALARY FIELD 29: (RESERVED FIELD) FIELD 30: (RESERVED FIELD) EOY 2015 REP Submission Page 3 of 34

4 Please note the following: Changes that have been made to the REP FAQs since the previous submission are noted in Arial font, with a dashed underline. Note: If URLs are not working within the PDF version, please cut and paste the URLs into your browser. General Questions Q: What is the Registry of Educational Personnel (REP)? A: Since 1961, the State of Michigan has collected information regarding educational personnel in the state of Michigan. Beginning with the school year, this information has been collected by the Center for Educational Performance and Information (CEPI). Q: What is the importance of the REP Submission for our district? A: The ability of the Michigan Department of Education (MDE) to meet federal and state reporting requirements depends upon the timely submission of data by Michigan school districts. State funding is dependent upon meeting deadlines for federal reporting. Q: Why are the REP data collected twice each year? A: There are two submissions for the REP each school year. The first submission, due in December, is used primarily for the MDE audit, the federal EdFacts report and to meet the requirements of the School Safety Legislation. The second submission, due in June, is used primarily for the MDE audit, the professional development report, the educator effectiveness report and to meet the requirements of the School Safety Legislation. Q: What constitutes a "new teacher"? A: Michigan Compiled Law Section requires a new teacher to receive 15 days of professional development and a mentor during the first three years of teaching, which is the induction period. For purposes of this law, a new/novice teacher is defined as a teacher in the first three years of classroom experience. A new teacher only experiences the first three years of a teaching career once. So, if a teacher has held a contracted position with a K-12 school district anywhere for more than three years, he/she is not considered to be a "new teacher." (Source: MDE Office of Professional Preparation Services (OPPS) Q: What is the definition for a "teacher-of-record"? A: The teacher-of-record is the certificated teacher who provides instruction, who gives tests and quizzes, who evaluates the pupil's performance and who gives the pupil a grade. The on-site mentor may or may not be the teacher-of-record. The on-site mentor shall be a certificated Michigan teacher employed by the district. (Source: MDE Pupil Accounting Manual) Q: How long does a district need to retain REP data? A: Record retention is a district's decision. If your district does not already have a record retention plan in place, we suggest that you contact your district's legal advisor for assistance regarding this matter. Q: Is there an error check program for validating data before submitting to CEPI? A: A separate error check program is not used for the REP. The data are validated during the import to the REP database. CEPI anticipates that the program edits located in the REP Data Field Descriptions are incorporated into personnel management systems. When a file is uploaded to CEPI, an error report will be generated in the REP Application under Bulk Submission Status. Edits may then be made to a district's upload file and the file may be resubmitted as necessary until the deadline for the submission cycle. When a record is entered via the Online Submission process, the validation occurs and errors are provided to the user so that corrections can be made. EOY 2015 REP Submission Page 4 of 34

5 Only those uploaded records that are complete and error-free are updated in the REP database. Partially correct records will not be updated. Q: How are the REP data used? A: Data submitted via the REP are used to meet federal and state reporting requirements. These include reports produced for the U.S. Department of Education and for the State of Michigan regarding school personnel, supply and demand data, School District/Building Staff Report/FTE, and the audit of instructional personnel conducted by MDE, as well as to meet the requirements of School Safety Legislation. Q: Who is responsible for entering and correcting data? A: The local school district is responsible for entering and correcting data unless the district has an agreement with an intermediate school district (ISD) to do this for them. Even if a local district decides to enter and correct data, it is recommended that the REP authorized user work closely with the ISD on data submission to ensure accuracy. Q: Can a district have more than one authorized user? A: Yes. In fact, districts are encouraged to have more than one authorized user for each application. Q: What is the blank character for pads? A: "Space" is the blank character for padding fields; specifically, ASCII Character 32. Q: How are duplicate records or staff members who have never been employed by the district eliminated from the REP database? A: To remove a duplicate record or a staff member who has never been employed by the district, please complete the following steps: 1. Send an message to CEPI@michigan.gov. 2. Subject line: REMOVE EMPLOYEE 3. The message should include the district name and district number followed by the employee's PIC. Include a district contact name and phone number. (The original PIC number assigned to the employee will be retained in the REP database. Therefore, be sure to update the original record submitted before the removal request is submitted.) 4. The employee(s) will be removed from your district by CEPI staff members. NOTE: If an individual has left your employment, you must terminate the individual by reporting the reason in Field 25: Employment Status and the date in Field 26: Date of Termination of Employment, along with the appropriate fields for the assignment code of the employee. Q: How does a district obtain help with a vendor's software? A: For districts using personnel management software, please contact your vendor with questions regarding software problems. Staff members at CEPI are not familiar with the various software packages utilized by the districts. Q: What is meant by a warning message? A: A warning message is an informational message stating that one or more data elements reported for a given record meet the edit requirements, but may contain inconsistencies, discrepancies or errors. A record that receives a warning message will be saved. Warning messages are tools for helping improve data quality in your data submission and provide opportunities for districts to review the data elements submitted to ensure accuracy. EOY 2015 REP Submission Page 5 of 34

6 PIC Search Q: What is the PIC? A: The Personnel Identification Code (PIC) is a unique identifier assigned by the REP to every school employee. The PIC is created using core identifiers: name, Social Security number, date of birth and gender. The PIC is comparable to the student Unique Identification Code (UIC). Q: What is the PIC Search feature within the REP Application? A: The PIC Search feature within the REP Application was developed to enable district authorized users to obtain PICs for employees at any time throughout the school year. The REP PIC Search allows authorized users to obtain PICs for staff members, and to look up an existing PIC by name, Social Security number or credential number, or by the PIC itself. Q: Where is the PIC Search feature located? A: The PIC Search is located within the REP Application. A link can be found on the REP Main Menu. Only authorized users may access the application. Q: Where does a district obtain a teacher's PIC number? A: The teacher's PIC number comes from the REP Application. The REP includes a PIC lookup feature. This feature allows a REP authorized user to search for a PIC using core field information, including the Social Security number or credential number. This functionality is available outside of the regular REP collection window so a PIC can be obtained when a new employee enters the district. Unless you are already a REP authorized user, you must complete a REP security agreement to have access to this service. Access the security agreement at: Q: What security access is required for the PIC Search? A: There are three levels of security access to the REP PIC Search feature which your district superintendent/chief administrator may select for an individual user: 1. REP authorized user (full access to REP Application and REP PIC Search) 2. PIC search authorized user (access to look up and create new PICs) 3. PIC search view only (access to look up PICs) Access the security agreement at: Because confidential data are utilized in this application, it is important that superintendents/chief administrators only authorize access to users who may view confidential data. Q: If an individual already has a MEIS account, can it be used for the PIC Search? A: Yes; however, the appropriate security agreement form must be submitted to access the PIC Service. Current REP authorized users are not required to submit an additional security agreement to access the PIC Service. Q: Are reports available to obtain all of the PICs for a district? A: Yes. Two REP reports provide authorized users with a list of all the PICs for current staff members as reported in the REP by each district. Authorized users may download and save these reports to their local computers. 1) Download REP Data File 2) Employee Listing by District Find more information about these reports in the REP User's Guide and the PIC Search User's Guide located on the REP Web page under REP Help and Resources at: EOY 2015 REP Submission Page 6 of 34

7 Michigan Online Educator Certification System (MOECS)/Teacher Verification Website Q: What is the name of the Michigan Department of Education's Teacher Certification Database? A: The name of the system is Michigan Online Educator Certification System (MOECS). The Office of Professional Preparation Services (OPPS), Michigan Department of Education (MDE) oversees this application. Q: How does a district obtain information about MOECS? A: Information including Frequently Asked Questions, log in information, training videos, etc., are available on the OPPS, MDE's website at: Q: What is the link to the Teacher Verification Website? A: The link is: Q: What information may be obtained on the Teacher Verification Website? A: The teacher verification website is a public site where an individual may obtain information about a teacher s certification status. The data available includes the following: certificate number, certificate type, program, issue and expiration dates, subject and grade level. MEIS Account Q: If an authorized user has a change, such as an address or phone number, is it necessary to update the MEIS account information? A: Yes. messages are sent to all authorized users of an application. Therefore, it is imperative to keep the address current in your MEIS account. It is sometimes necessary for the state to contact an authorized user by telephone; therefore, this number must be kept current as well. To update for either an address or a phone number, please do the following: 1. Update MEIS account at: a. Click on "Access an Existing MEIS Account." b. Log in as a MEIS User. c. Click on "View/Update User Profile." d. Click edit, make changes, and then click on update. e. Click on "Return to the MEIS Main Menu." f. Log out of MEIS. Q: If an authorized user has a name change, is it necessary to update the MEIS account information? A: Yes. A name change affects security access to an application. Users are only allowed to log in as the individual named on the security agreement. If an individual user has a name change, the individual must do the following: 1. Create a new MEIS account (at 2. Complete and submit the appropriate security agreement(s) for the CEPI application(s) for which the user has authorization. Access the REP security agreement at: 3. Complete and submit a "Center for Educational Performance and Information and Michigan Department of Education Application User Removal Request Form" to close the former MEIS account (issued with the prior name). Access the User Removal Request Form at: EOY 2015 REP Submission Page 7 of 34

8 Bulk Submission Q: After a file has been uploaded through the bulk submission process, how does the district obtain a copy of the error report? A: You should receive an confirmation after your file has been processed. At the main menu of the REP Application, click on "Bulk Submission Status," and then click on your file. You are able to download the report. The table found on the website lists the dates and times when you have submitted files via the REP Bulk Submission along with the status of each file. A status of "Queued" means that your file has been received and is waiting to be processed. A status of "Processing" means that your file is currently being processed. A status of "Completed" means that your file has been processed. You can review your status report by clicking on the date and time you uploaded the file when the status changes to Completed. The date and time are displayed as an active hyperlink. These files are listed as links in blue text. You may click on these links to retrieve the Bulk Upload Error Report from your upload file. When you click on the hyperlinked date and time, you have the opportunity to review your error report in an application that reads text files (e.g., Notepad) or to save the file to your hard drive. Q: If the district does not receive an confirmation for a bulk submission, what happened? A: If your system does not receive REP bulk messages, please log in to the REP site and click on the "REP Bulk Submission Status" menu option to check the status of your file. Please see the previous question for specifics about the bulk submission processing. Q: Does the REP database update partial data from a record that has errors listed on the error report? A: No. Only records that are complete and error-free are uploaded into the REP database. All required fields must be reported. Partially submitted records are not updated in the REP database. Q: If corrections are made through the REP Single Submission Online Application based on the error messages in the Bulk Upload Error Report, will the uploaded file also be updated with the corrections? A: No. The corrections must be made to the upload file itself at the district level. After the corrections are made to the upload file, the district may upload the file again through the Bulk Upload process. Q: If a district receives an error status report stating: "NO ERRORS FOUND. All records submitted in this file have been successfully processed and saved," does this mean that the district's submission is complete? A: When a district user checks the "Bulk Submission Status," the following message will be received if the file is error-free (no error found when file was processed): "NO ERRORS FOUND." All records submitted in this file have been successfully processed and saved." This message indicates that the records uploaded in the file have been processed and saved. It does not mean that the district's submission is complete. Please be sure to check the Personnel Submitted Report to determine if all records (new and previously submitted) have also been updated. For a submission to be considered complete, all records must have green check marks. For more information, please refer to the FAQ section entitled "Personnel Submitted Report." Q: Is there a required file name when uploading the data? A: Yes. When uploading the data, the file name must end with.txt or.txt. EOY 2015 REP Submission Page 8 of 34

9 Q: Can a district make changes or additions on the REP online application after the file has been transmitted via the bulk upload application? A: Yes. District users may go online after the upload process to make additions or corrections to the data submitted through the upload process until the submission due date. Credential Data Exchange (CDX) and Credential Information The CDX has been removed from the REP Application and is part of the MDE s Michigan Online Educator Certification System (MOECS). For more information about the MOECS application you may go to the website at: REP Access and Security Agreements Q: What is the REP security agreement? A: The REP security agreement is required to obtain online access to the application. The form must be filled out and signed by the user seeking access to the application. The signature of the applicant's lead administrator as entered in the Educational Entity Master (EEM) is also required. Submission of the REP security agreement will provide access to the REP Application. Information about the security agreement is available at: Q: How do districts access the REP Application? A: District users access the REP Application through CEPI's website at Click on "CEPI Applications" and then click on "Registry of Educational Personnel." The individual seeking access must first have an MEIS account and password and then complete and submit a REP security agreement to obtain access. Q: Can more than one person from a district submit a security agreement for the REP? A: Yes. With appropriate approval from the superintendent/chief administrator, a district may have more than one authorized user. Q: Can more than one person from a district access the REP simultaneously? A: Yes. More than one person may access the REP at the same time. Q: If a REP authorized user leaves the district, how does the district remove security access for the authorized user in the REP Application? A: To remove an authorized user's access to an MEIS application such as the REP, the district is required to submit a SSO/MEIS Authorized User Removal Request form to CEPI customer support. The form is available at the following website: Reporting of Employees Q: Which employees must be reported in the REP? A: Effective January 1, 2006, Michigan law requires that criminal history checks be conducted by the Michigan State Police and the Federal Bureau of Investigation for all regular and contract employees hired or assigned by public schools in Michigan. Therefore, all school districts in the state of Michigan are required by statute to submit all school personnel data to the state via the Registry of Educational Personnel so that the checks may be conducted. As a guideline, if an individual is employed or contracted by the school, they need to be reported in REP. Unpaid volunteers do not need to be reported in REP. Individuals who provide services such as roof repairs, furnace maintenance, serve as guest speakers, or other sporadic or intermittent services are not required to be reported in the REP at this time. (Source: MDE, OPPS) EOY 2015 REP Submission Page 9 of 34

10 Q: How are employees reported when a district is on the trimester system? A: Report the employees' assignments for the first trimester in the Fall REP Submission; report the second and third trimester assignments in the End-of-Year (EOY) REP Submission. When reporting trimester classes in the EOY REP Submission, districts are to count each core academic class separately. For example, if a teacher is assigned to one English class in the fall semester, report "1" for the number of classes taught. If a teacher is assigned to one English class in semesters two and three, report "2" for the number of classes taught. For teachers assigned to elementary education, the count remains "1" for the number of classes taught for the fall and EOY REP Submission. Note: If a district s second trimester begins prior to the close of the Fall REP Submission, report all staff members employed on the Date of Count for the Fall Submission. (Source: MDE, OPPS) Reporting of Special Education Teachers Q: How do I report special education teachers? A: All special education teachers are to be reported based upon the subject area taught. The following guidelines have been provided by the Office of Special Education and Early Intervention Services (OSE-EIS) at MDE: Birth to age 5 special education Report "60200", "60300" or "60400" for early childhood classrooms (dependent upon the teacher and assignment): "60200" Early Childhood Classroom Teacher - Bachelor's Degree in Child Development "60300" Elementary Certified Teacher - Valid Michigan Teacher Certificate with an Early Childhood Endorsement (ZA or ZS) "60400" Elementary Certified Teacher - Valid Michigan Teacher Certificate with a Child Development Associate (CDA) Credential Elementary/Middle School Report "000ZG" (Elementary Education) for K-8 self-contained classrooms or subjectspecific assignment codes such as "000BA" English or "000EX" Mathematics when specific subject areas are taught. This would typically be in a middle school setting grades 6-8. High school to age 26 Report the specific subject area assignments when appropriate, such as "000BA" (English) or "000EX" (Mathematics): Report "00197" for classrooms where all students in that class period are assessed by alternate achievement standards. Report "00196" non-core academic classes such as transition skills. Refer to the REP Data Field Descriptions for the complete description of codes "00196" and "00197". Highly Qualified Status Report highly qualified status for any teacher assigned to a core academic subject area such as elementary education, English or Mathematics. Refer to the REP Data Field Descriptions for a complete list of the core academic subject areas. Educational Setting Report the appropriate Special Education Age Group Educational Setting in Field 10. FTE (Full-time Equivalency) Report the FTE as appropriate for each assignment code reported. Accounting Function Code All special education classroom teachers should use accounting function code "122". Number of Classes Taught Report as appropriate for each assignment code reported. EOY 2015 REP Submission Page 10 of 34

11 Reporting of Substitute Employees Q: Which substitute employees must be reported in the REP? A: All full-time, part-time, contracted and substitute employees must be reported in the REP regardless of the assignment code or FTE. This includes substitute teachers, substitute support staff, secretaries, bus drivers, janitors, etc. For example, if the school secretary's position is being filled by a substitute employee while the secretary is out on sick leave, the substitute must be reported. Report the appropriate assignment code for the position being covered by the substitute. Q: If the ISD employs day-to-day substitute teachers for the districts within the ISD, are individual districts required to report the day-to-day substitute teachers or does the ISD report them? A: If the day-to-day substitute teachers are employed and paid by the ISD, then the ISD reports the day-to-day substitute teachers in the REP. If the ISD reports the day-to-day substitute teachers, the individual districts do not report them. LEAs and PSAs must ensure that their ISD has reported the day-to-day substitutes that work in their respective districts if they do not intend to include them in the LEA/PSA reporting. (MDE, OPPS) Q: If a district utilizes a private company for day-to-day substitute teachers, are districts required to report them in the REP? A: Yes. When a district contracts for day-to-day substitute teachers through a private company, the district is required to report the day-to-day substitute teachers in the REP Submission. The district is ultimately responsible for the substitute teachers utilized by the district; therefore, the district must report them in the REP. The private company cannot report data to the REP for the district. Q: What information is available about the use of substitute teaching permits? A: Specific information about teaching permits is available on the MDE website at the following link: Q: Are the contracted substitute, full or part-time employees reported in the REP? A: Yes. Report all contracted substitute, full or part-time employees in the REP for the duration of time they are employed by the district. If a contract employee leaves the district and is not expected to return, report the termination code in Field 25: Employment Status and the date of termination in Field 26: Date of Termination. Q: What is the definition of a day-to-day substitute teacher? A: A day-to-day substitute is an individual employed by the district to serve in short-term assignments that are less than one semester in length. Therefore, a school district can employ a person under a substitute permit as long as the assignment is less than one semester. These employees are considered day-to-day substitute teachers. (Source: MDE, OPPS) Q: Is there a unique assignment code for reporting day-to-day substitute teachers and day-today substitute paraprofessional/aides? A: Yes. Assignment code "00SUB" was created for day-to-day substitute teachers and assignment code "00PAR" was created for day-to-day substitute paraprofessional/aides. Q: What is the definition of a long-term substitute teacher? A: A long-term substitute teacher is an individual employed as a regular or contract appointee to a single classroom or assignment for one semester or more. (Source: MDE, OPPS) EOY 2015 REP Submission Page 11 of 34

12 Q: Is there a unique assignment code for reporting long-term substitute teachers? A: No. District users are to report the assignment code for the position held by the long-term substitute teacher. For example, if the long-term substitute is assigned to a mathematics classroom, the assignment code would be "000EX." Q: Are districts required to report the permit number for day-to-day or long-term substitute teachers as assigned by MDE's teacher certification database MOECS? A: No. District users must report the Social Security number for these employees. The permit numbers may be reported; however, the permit numbers expire each school year. Q: Is it acceptable for a district to submit a bulk upload file of just the day-to-day substitute teachers so that they may be stored in a separate file within the district's system? A: Yes. A district may upload multiple files as long as all school personnel are reported in the REP submission. When uploading the data, the file name must end with.txt or.txt. Q: Is it possible to submit day-to-day substitute teachers online? A: Yes. A district may enter the day-to-day substitute teachers via the REP Single Submission Online Application. Non-Instructional Assignment Codes Q: In reporting a non-instructional staff member, can the district report an original assignment code and a consolidated assignment code for the same employee? A: Yes; programming edits will not be affected if you select codes from both columns in your submission. However, take caution so you do not double report assignments for one individual. Q: Why is there not a consolidated assignment code for all original assignment codes for noninstructional employees? A: The consolidated codes were developed to streamline the reporting of non-instructional staff members and align with federal reports. Some positions still require a unique code in order to meet federal or state requirements. If a consolidated assignment code is not listed for an assignment description, use the original code. Programming edits will not be affected if you select codes from both columns in your submission. Q: When updating current non-instructional employees, are all fields required to be reported? A: If reporting with the minimal number of fields, please follow the information outlined in Appendix A, in the REP Data Field Descriptions. When reporting a full submission, all fields must be reported as required for the assignment code reported in Field 10. Q In reporting non-instructional employees, why is an error reported when the grade or educational setting is not submitted in the record? A: For assignments codes "81500" through "99900" that are reported with all fields, a fatal error will be reported if the grade level and educational setting are invalid or blank. (See Appendix A, in the REP Data Field Descriptions for complete reporting instructions.) Reporting of Other Categories of Employees Q: Are districts required to report school board members? A: School board members do not have to be reported in the REP because they are elected officials for the district. (Source: MDE, OPPS) Q: Are districts required to report student workers? A: If a student is working in the same school or a similar school to that which he/she attends, such as a high school student working in a high school, then the student does not need to be reported. If EOY 2015 REP Submission Page 12 of 34

13 the student is working in a school different from the one that he/she attends, such as a high school student working in a middle or elementary school, then he/she must be reported in the REP. Student workers under age 17 do not need to be reported. For further information regarding this topic, please contact Krista Ried at riedk@michigan.gov (Source: MDE, OPPS) Q: Are districts required to report individuals who provide services to students and are paid through accounts payable? A: Yes. All school employees must be reported in the REP. The method of payment does not determine who is reported. Q: Are districts required to report coaches in the REP? A: Yes. If any form of compensation is provided to the coach, he/she must be reported in the REP. (Source: MDE, OPPS) Q: If a district hires a company to complete repairs such as furnace, roofing, etc., is the district required to report the outside company's employees in the REP? A: No. Individuals who provide services such as roof repairs, furnace maintenance, or other sporadic or intermittent services are not required to be reported in the REP at this time. Q: Are districts required to report paid employees such as lifeguards, costume makers, lunchroom aides, part-time cooks, coaches, crossing guards, custodians, bus aides, building monitors, etc.? A: Yes. All school personnel must be reported in the REP regardless of the FTE count. Q: Are districts required to report summer employees? Does the School Safety Legislation include summer employees? A: Yes. Summer employees must be reported in the REP to meet the requirements of the School Safety Legislation. For the EOY Submission, this would include employees who are hired through June 30 each year. All other summer employees hired July 1 or after would be reported in the Fall Submission each year. (Source: OPPS, MDE) Q: Are districts required to submit volunteers in the REP? A: No. At the current time, volunteers are not included in the School Safety Legislation. Q: Are districts required to report adult education staff? A: Yes. Districts are required to report adult education personnel. Q: If a staff member is only employed during the fall each school year (such as a football coach), how should the district report the staff member in the EOY submission of the REP? A: For the EOY submission, report code "99" (returning employee, new non-instructional employee, new experienced teacher, substitute, contractor or employee on leave) in Field 25: Employment Status. In Field 12: Funded Position Status, report code "3" (funded, employee on loan or leave, no one assigned). Report all other fields as appropriate for the assignment code reported in Field 10: School Assignment Data. Q: Are districts required to submit student teachers in the REP? A: No. However, if the student teacher is employed by the district (such as a day-to-day substitute teacher), then the district must report the student teacher as an employee. Q: Where is the document Assignment Code to Subject Area Information from MDE located? A: The Assignment Code to Subject Area information has been moved from Field 10 School Assignment Data to Appendix B in the REP Data Field Descriptions. EOY 2015 REP Submission Page 13 of 34

14 Reporting of Terminated/Retired Employees Q: When a staff member leaves the district, is the district required to report the termination? A: Yes. Any staff member who terminates or retires from a district must be reported in the REP by submitting the reason for termination in Field 25: Employment Status, codes "00" through "19", and the termination date in Field 26: Date of Termination of Employment. In addition to these two fields, all other fields appropriate for the assignment code submitted in Field 10: School Assignment Data must be submitted accurately. Staff members who retired in previous school years and still appear on the REP Personnel Submitted Report must be terminated. These terminations can be submitted through the REP Single Submission Online Application. After each submission cycle closes, all personnel records submitted with termination dates will be removed from your file in the REP database and will no longer appear on the Personnel Submitted Report. (For districts that use the Bulk Upload Application, be sure to remove the retirees/terminations from your upload file prior to the next submission cycle so that you do not re-upload the retired/terminated personnel into the REP database.) Personnel Submitted Report/Complete Submission Q: What is the Personnel Submitted Report? What do the red "Xs" and green "check marks" mean? A: The Personnel Submitted Report lists all employees reported successfully for your district for the current submission cycle, as well as those employees who were reported in a previous submission and were not updated/verified. This report can be found on the Main Menu of the REP Single Submission Online Application. It is important that you verify/update all of your employees during each submission cycle. When the submission begins, all previously submitted employees have red "Xs" next to their names. After a record has been updated/verified, the red "X" changes to a green "check mark." When all employees have green "check marks" in the Personnel Submitted Report and all new personnel have been submitted, your submission is complete. There are two items in the report heading of the Personnel Submitted Report that you should check carefully to determine that all of your previously submitted records have been updated: 1. Records updated for this submission cycle. Total 2. Records not yet updated for this submission cycle. Total Be sure that the total for No. 2 is "0" by the due date for each submission cycle. School Nurse For specific information regarding School Nurse Certification, contact the Office of Professional Preparation Services at (517) Q Are school nurses required to hold a Michigan School Nurse Certificate? A: Yes. School nurses are required to hold a School Nurse Certificate. Nurse Certification is handled by MDE, OPPS at (517) When either assignment code "000NY" School Nurse or "00384" Registered Nurse (Special Education assignment) is used in Field 10: School Assignment Data to report the assignment for the nurse, Field 17: Type of Credential must have a correct Nurse Certification Code. The codes are as follows: "50" School Nurse Certificate (Interim), "51" School Nurse Certificate (Standard) or "52" School Nurse Certificate (Professional). Q: What types of School Nurse Certificates are available? A: There are three levels of School Nurse Certificates: Interim School Nurse Certificate EOY 2015 REP Submission Page 14 of 34

15 Standard School Nurse Certificate Professional School Nurse Certificate Q: How can a district verify if a nurse has School Nurse Certification? A: School Nurse Certification can be verified at the teacher verification website: Q: What assignment code should be used in Field 10: School Assignment Data for a School Nurse? A: Either the assignment code "000NY" for General Education Students or "00384" for Special Education students is used in Field 10 to report the assignment for the school nurse. Q: What code should be reported in Field 17: Type of Credential for a School Nurse if the employee does not have a valid nurse certificate? A: If the School Nurse Credential is pending, report a code "02" (pending) in Field 17. A Social Security number is required in Field 7: Social Security Number. Q: Can a district report the school nurse assignment code (000NY) with a bilingual program code such as YA0NY? A: No. The school nurse assignment code cannot be reported with a bilingual program code. See Field 10 of the REP Data Field Descriptions for complete information about the reporting of bilingual programs. Paraprofessionals/Aides Q: What is the difference between an instructional and non-instructional paraprofessional/aide? A: The Office of Special Education and the OPPS, MDE, have provided definitions for instructional and non-instructional paraprofessionals/aides: Instructional paraprofessionals/aides are defined as individuals who provide instructional support, including those who: 1. provide one-on-one tutoring, if such tutoring is scheduled at a time when a student would not otherwise receive instruction from a teacher; 2. assist with classroom management, such as organizing instructional and other materials; 3. provide instructional assistance in a computer laboratory; 4. conduct parental involvement activities; 5. provide support in a library or media center; 6. act as a translator or 7. provide instructional support services under the direct supervision of a teacher. A non-instructional paraprofessional/aide is defined as someone who works in areas such as the following: food services, cafeteria or playground supervision, personal care services and noninstructional computer assistance. Q: How may paraprofessionals/aides qualify for the NCLB requirements? A: Paraprofessionals can meet the NCLB requirements by one of the following methods: Possess an associate degree or higher Complete two years of college credit (60 semester hours) Take and pass one of these approved tests: o Michigan Test for Teacher Certification (MTTC) Basic Skills o WorkKeys Tests o The ETS ParaPro Test EOY 2015 REP Submission Page 15 of 34

16 Complete a portfolio to demonstrate qualifications o Complete at the local level o Record of completion is maintained by the district. For more information regarding the paraprofessional/aide requirements, contact MDE, OPPS at (517) Field 1: Date of Count Q: What is the date of count for the EOY 2015 REP Submission to be used in Field 1: Date of Count? A: Districts must use June 30, 2015 (06/30/2015) as the Date of Count for the EOY 2015 REP Submission. Field 2: Operating ISD/ESA Number Field 3: Operating District Number Field 4: Last Name Q: How does a district change the name of a staff member if the person marries or if an error was made in a previous submission? A: Corrections to previously submitted data such as name, birthdate, gender, Social Security number or credential number may be made through the REP Single Submission Online Application. For districts that use the Bulk Upload Application, the PIC number must be used if changes are made to the employee's name, gender, Social Security number or credential number. If the Personnel Identification Code (PIC) number is not used in the Bulk Upload file, a duplicate record will be created. All corrections to birthdates must be made through the REP Single Submission Online Application. Q: Is it acceptable to use a punctuation mark such as a comma "," after a name before a title such as Jr.? A: All punctuation must be removed from first, middle and last names, or a fatal error will be reported. Field 5: First Name Q: Is it acceptable to use a punctuation mark such as a comma "," after a name? A: All punctuation must be removed from first, middle and last names, or a fatal error will be reported. Field 6: Middle Name Q: Is it acceptable to use a middle initial followed by a period in Field 6: Middle Name rather than a complete name? A: All punctuation must be removed from first, middle and last names, or a fatal error will be reported. Field 7: Social Security Number Q: Either a Social Security number or a credential license number is required for assignment codes with numbers between "000AX" and "00598". Does this mean that all other personnel ("60000" to "99900") may be reported by name with no relational number such as the Social Security number? EOY 2015 REP Submission Page 16 of 34

17 A: A Social Security number or credential license number is required for instructional staff with assignment code numbers between "000AX" and "00598". A Social Security number is required for all other employees with assignment codes "60000" through "99900". Q: If an error was made in reporting a Social Security number in a previous submission, how is a correction made? A: Corrections to previously submitted data such as name, birthdate, gender, Social Security number or credential number may be made through the REP Single Submission Online Application. For districts that use the Bulk Upload Application, the PIC number must be used if changes are made to the employee's name, gender, Social Security number or credential number. If the PIC number is not used in the Bulk Upload file, a duplicate record will be created. All corrections to birthdates must be made through the REP Single Submission Online Application. Q: If a Social Security number is invalid as listed in the teacher certification database MOECS, how is a correction made to the database? A: Please verify that the Social Security number in your personnel system is correct. If the number is correct, the problem may be an incorrect Social Security number in MOECS (the teacher certification database). To correct this problem, please do the following: 1. Enlarge the Social Security card (for easier reading when faxed). 2. Fax a copy of the Social Security card to the Office of Professional Preparation Services at (517) , indicating the potential problem. An OPPS staff member will make the correction in the database so that the record can be submitted. Field 8: Credential License Number Q: How can a district verify teachers' credential numbers? A: Teachers' credential numbers may be verified on the Teacher Verification website at Q: How does the district obtain credential numbers for the certificates that cannot be located through the teacher certification website? A: For any teacher for whom the district cannot obtain a credential number, the district should contact MDE's OPPS at (517) Q: How are credential numbers of fewer than 15 digits entered into the REP? A: You may use whatever credential digit-length you are given from MDE. The REP Application will accept any digit length for a valid credential number. Credential numbers submitted in the REP must match exactly with the teacher certification database, MOECS. Also, the credential number submitted must be for a valid credential. Q: Does the credential number have to match exactly with MOECS for the record to be accepted by the REP Application? A: Yes. The credential number must be submitted exactly as it appears in MOECS, or a fatal error will be reported. Q: Can a district user report either capital (O) or zero (0) in a credential number? A: No. The credential number must be submitted exactly as it appears in MOECS. There is a difference between a capital (O) and a zero (0). If you look closely at the numbers on the Teacher Verification website, you will notice a difference between the two. The capital "O" is wider than the number zero (0), and the two are not interchangeable. The capital "O" often appears in the beginning of the credential number following a CC-; however, it may appear anywhere in the number. EOY 2015 REP Submission Page 17 of 34

18 Q: If an error was made on a credential number in a previous submission, how is a correction made? A: Corrections to previously submitted data such as name, birthdate, gender, Social Security number or credential number may be made through the REP Single Submission Online Application. For districts that use the Bulk Upload Application, the PIC number must be used if changes are made to the employee's name, gender, Social Security number or credential number. If the PIC number is not used in the Bulk Upload file, a duplicate record will be created. All corrections to birthdates must be made through the REP Single Submission Online Application. Field 9: Date of Hire Q: What is considered the "initial date of hire" for the staff person? Is this the original date of hire in the district or the date of hire into the current position? A: The initial date of hire is the actual date the individual originally became employed by the district in any position. Q: If a staff member is on a leave of absence, is the original date of hire retained when they return to work? A: Yes. The original date of hire is retained when a staff member returns to work after being on a leave of absence. A new date of hire would be entered only if there was an official separation from the school district prior to the return to work. Field 10: School Assignment Data (Grade, FTE, Wage, Accounting/Function Code, Highly Qualified Status, Academic Major, Academic Minor, Administrator Continuing Education and Number of Classes Taught) School/Facility Number Q: How do the districts obtain the school/facility codes? A: The school/facility codes are obtained through the EEM at Q: Whose responsibility is it to update the EEM for a district? A: All districts are required to have one or more EEM authorized user(s) who will be responsible for updating the data about the district. Q: Does the REP check the school/facility codes submitted in the REP? A: Yes. All school/facility codes submitted are verified with the EEM. A fatal error will be reported if an invalid number is used. If a district submits a school/facility code that is assigned to another district, a warning message will occur. Q: Is the bus garage required to have a separate number in the EEM? A: No. A district does not need a separate EEM number for a bus garage. The district user may submit the administrative code ("00000") for the employees of the bus garage or request a number for the bus garage, if desired. Q: What school code number should be reported for the central administrative office staff? A: District users should submit "00000" for the central administrative office staff. Q: If the district has staff members who are working in more than one school/facility, should the assignment be reported for each school/facility? A: When possible, report each assignment by school/facility. District users may submit up to nine entries in Field 10: School Assignment Data requirement for each position. Please note that the use of the code "00000" is primarily for the superintendent and other administrative staff EOY 2015 REP Submission Page 18 of 34

19 members. Districts are asked to report instructional staff members' assignment(s) in each school/facility where the staff members are assigned. Code "00000" should only be used for nonadministrative staff members when they are assigned to more than nine schools/facilities. Q. If the district has core academic instructional staff members who are working in more than one school/facility, should the assignment be reported for each school/facility? What if they are working at more than nine assignments? A: District users may submit up to nine entries in Field 10: School Assignment Data requirement for each position. Districts are asked to report core academic instructional staff member's assignment(s) in each school/facility where the staff member is assigned. Code "00000" should only be used for non-administrative staff members when they are assigned to more than nine schools/facilities. Q: What is the definition of a school? A: School: A public school is an administrative unit (not necessarily a physical building) that provides instruction to students. It is operated by a primarily publicly funded education entity such as MDE, an intermediate school district (ISD), a local education agency (LEA) or a public school academy (PSA), and has ALL of the following characteristics: An administrator (principal) who reports directly to the entity's chief executive officer (e.g., superintendent). Teachers responsible for educating a specific set of students. Students Receives a state-issued Michigan School Report Card. (MDE annually makes a determination of Adequate Yearly Progress [AYP] for all public elementary schools, middle schools and high schools in Michigan. AYP evaluates schools and school districts in the areas of academic achievement, participation in state assessment, graduation rate for high schools and student attendance for elementary and middle schools.) School for all other entities (State Agency, Nonpublic, Higher Education, Other) would be defined as: an administrative unit (not necessarily a physical building) that provides instruction to pupils and has the following characteristics: Administrator Teachers Students Q: What is the definition of a Shared Educational Entity (SEE) and Specialized Shared Educational Entity (S2E2)? A: Shared Educational Entity (SEE) and Specialized Shared Educational Entity (S2E2): A SEE or an S2E2 is formed when two or more districts cooperate to provide educational services to a group of students and the member districts agree to participate in the "sending scores back" policy. A SEE (school) provides those educational services in a single location. An S2E2 (not a school) provides those educational services in multiple classrooms inside of existing schools. (MDE September, 2011) Q: What is the definition of a Unique Education Provider (UEP)? A: Unique Education Provider: A unique education provider (UEP) is not a school; however, it provides instructional services to children before kindergarten, supplemental instruction, support education for grade levels pre-k through 12, or adult education services. Generally it has: Administrator, supervisor, coordinator or director who reports to a principal or another administrator. Teachers who may have special endorsements beyond those normally required for pre-k through 12. EOY 2015 REP Submission Page 19 of 34

20 Students who are selected to attend or are referred by another public agency/school. Students who are not necessarily in full-time attendance. The location does not administer state assessments: MEAP, MME, MI-Access and/or ELPA, but may administer other state assessments. The location does not offer a Michigan Merit diploma (if grades 9-12). A location which supplements or is a primary legal entity receiving funds through MDE (e.g., nonpublic school, other state agency, higher education institution or other recipient of funds through MDE). Q: What is the definition of a Non-Instructional Ancillary Facility (NIAF)? A: Non-Instructional Ancillary Facility (NIAF): This entity does not provide instruction* but is affiliated with the LEA, ISD, PSA, State or Other and does receive an entity code for reporting purposes. Examples: entities serving as a bus garage, transportation center, plant/maintenance facility, administrative support, food service, communications/media, sports/recreation, health services, family/community center, professional training center, agriscience/natural resources center or treatment center. *Exception: Specialized Shared Educational Entities (S2E2s) may be labeled as Non-Instructional Ancillary Facilities. An S2E2 provides educational services in multiple classrooms inside of existing schools as opposed to a single location. Two or more districts enter into a cooperative agreement to provide such services. For more information about S2E2s, go to (Definitions: Michigan Department of Education May, 2008; CEPI Revision November 2011) Assignment Codes Q: What assignment code does a district use for a Career and Technical Education health occupations teacher? A: There are four assignment codes in the Health Science Category. Select the most appropriate for the curriculum taught in the course: "00580" Therapeutic Services "00581" Diagnostic Services "00582" Health Informatics "00583" Biotechnology Medical Sciences Q: What is the difference between assignments codes "000ZZ" Alternative Education (selfcontained classroom) and "000ZY" Alternative Education (self-contained, Facilitator of Instruction)? A: Assignment code "000ZZ" should be reported when direct instruction is provided in core and noncore academic subject areas to the same group of students throughout the day by one certified teacher. Assignment code "000ZY" should be reported when direct instruction is not provided by the classroom teacher. The teacher serves as a facilitator of instruction. The instruction is provided by other certified teacher(s) by means of distance learning or by use of Nova net. (MDE, OPPS) Q: What assignment code would be reported for a teacher who is the local monitor for a virtual class (online coursework)? (Instruction is not provided, only monitoring of the classroom.) A: The correct assignment code to use for a teacher who monitors a virtual class is assignment code "000ZW" (Facilitator of Instruction). Highly qualified status is not required for this assignment code. (Source: MDE, OPPS) EOY 2015 REP Submission Page 20 of 34